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CITY OF SANTA ANA <br />OBSOLETE RECORDS DESTRUCTION SCHEDULE <br />CLERK OF THE COUNCIL OFFICE <br />2014 <br />RECORD <br />CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD DATES <br />RETENTION — <br />PERIOD <br />BOARDS AND <br />Applications <br />Applicants not selected <br />2008 -2011 <br />2 years <br />COMMISSIONS <br />CLERK- <br />Miscellaneous <br />Includes both incoming and outgoing <br />2009 -2012 <br />2 years <br />ADMINISTRATION <br />Correspondence <br />general correspondence, including letters <br />and e-mail along with citizen feedback; <br />Various files, not related to specific cases <br />and not otherwise specifically covered by <br />— <br />the retention schedule. <br />COUNCIL <br />Agendas <br />Original Meeting Agendas: City Council, <br />2012 <br />Hardcopy - 2 <br />MEETINGS <br />Redevelopment Agency, Successor <br />years; Imaging <br />Agency, Santa Ana Financing Authority, <br />Copy- <br />Special Meetings, Commissions — agendas <br />Permanent (2004 <br />and packets can be imaged immediately for <br />to present) <br />permanent retention, if desired. A paper <br />copy can be maintained for one year, if <br />desired. <br />Agenda Notices <br />Notices — Public Meetings including Special <br />2012 <br />2 years <br />Meetings. <br />Agenda Publications <br />Affidavits of Publication I Posting - Proof of <br />2012 <br />2 years <br />publication or posting of legal notices — <br />examples of legal notices: Notice of Public <br />Hearing, Notice of Lien, etc. <br />Agenda Packets <br />Council Meeting, Successor Agency, Santa <br />2012 <br />Hardcopy - 2 <br />Ana Financing Authority, Commissions <br />years, Imaging - <br />agenda packet materials, e.g., Requests for <br />Permanent <br />Council Action (RFCA's) and backup <br />(available from <br />information on Council Agenda items - <br />2004 to present <br />Originals can be imaged immediately for <br />only) <br />permanent retention, if desired. The <br />imaged record can serve as the permanent <br />record, if desired. <br />ELECTIONS <br />Assessment District <br />Public Business Improvement District <br />2008 <br />6 months after <br />Ballots, Prop 218 <br />"PBID" AKA Community Management <br />election <br />Dsirtict "CMD" <br />Payroll <br />Leave of Absence Requests and copy of <br />2007 -2012 <br />2 years <br />Departmental Payroll Reports <br />19C -3 <br />